Call for AC22 organisers

Categories:BoE AnnouncementsCongressesOpen Call

We are looking for organising entities for the AC22! Are YOU up for this challenge? Read below everything about the requirements and application process! The call is extended until the last GA session, 25 September 14.00h CEST!

What is the Annual Congress?

The Annual Congress is the biggest event of EGEA. Representatives from all regions and nearly all entities as well as official bodies of EGEA come together to discuss and work on the future development of our association. It is the most diverse event of EGEA and offers a platform for all participants to exchange knowledge and experience while also taking part in excursions, workshops and a broad scientific program.

According to our Statutory Base and the Protocol, the Annual Congress has to offer at least 150 places for participants and host the General Assembly. The General Assembly is the most important part of the program, where all representatives come together to vote upon changes in our association and approve the new Board, RCPs and other officials. In addition, the AC hosts Regional Meetings of every region, where regional matters are discussed. The AC also holds the biggest EGEA and Partner Fair, where all invited partners, sponsors, project groups and bodies of EGEA can introduce themselves to all participants. It also has been a tradition to host the Scientific Symposium where EGEAns can present their own research and gain feedback from the audience. And around all that organisers can be creative to organise a program with excursions, trainings, workshops and with other creative program points.

As you can see, organising an AC is the biggest challenge for an entity in EGEA but this should not scare you away. If you have a motivated team of around 10-15 members, which can also consist of several entities, and you have at least some experienced members in the group who already attended ACs or other congresses  and are going to stay in the team for the whole year, then you should definitely think of applying for hosting the AC.

We understand that the situation with COVID-19 pandemic is constantly changing. Therefore, we do not insist you to have certain agreements with the venue and sponsors because we understand how hard it is right now to have something certain. However, keep in mind that larger venues can be fully booked early in advance.

  • All requirements can be found in the Statutory Base and the Protocol (Article 23).
  • As organisers of the Annual Congress, you get support from EPRA and Event Team, with whom you are working during the whole year
  • The AC should be organised between middle of September and middle of October
  • The main aim of the AC is hosting the General Assembly and the Regional Meetings. Besides this, you can create a scientific, training and leisure program, as you want.
  • If it is not feasible for you to organise the typical 5 to 7 days long AC, a shorter program is also allowed.
  • The Attendance and Waiting Lists have to be created according to the procedure explained in the Appendix B 
  • The fee for the congress is regulated by Article 24 of the Protocol and the Appendix C. The Treasurer can help calculate the exact maximum fee for you.

The call has been extended, so send your application to until 4 September, 23:59 CEST.

The application should contain:

  • the dates 
  • number of participants 
  • possible location 
  • topic of the congress and scientific background 
  • draft of the budget 
  • potential partners and sponsors 
  • orgateam
  • how you can make your event covid-safe

If you have any questions about the application process or the organisation of an AC, you can contact the AC21 organisers, EGEA Utrecht and EGEA Nijmegen at They also were organisers of the AC20 which was moved online.

Furthermore, you can contact your RCP or the Board at, or contact Event Team (

We are looking forward to your applications!

Greetings from your Board,
Rhune, Victoria, Alex, Daria

* due to summer holidays and fieldwork not all of us are always reachable, so please mail to Daria is not reachable until the 13th of august, but Rhune, Victoria and Alex will gladly help you meanwhile!